Portfolio Contractor (Project/ Event Coordinator)
Hornet Staffing, Inc, a GEE Group company, Marlborough, MA, United States
Responsibilities
Own and maintain the master congress spreadsheet covering Marketing-, Sales-, and Market Access–sponsored meetings
Coordinate all logistical details to ensure flawless execution with no disruptions
Partner with the Brand Lead to submit and track sponsorship applications through internal processes, ensuring timely payment and confirmation of placements
Oversee the congress vendor on all deliverables and ensure smooth handoffs that meet meeting and submission deadlines
Manage all administrative requirements for speaker contracting, onboarding, and training
Oversee speaker logistics, ensuring all communications are clear, timely, and complete
Ensure vendor handles speaker travel and accommodations for product theaters and in-practice programs
Material & PRC Management
Route smaller deliverables through PRC, including product theater invitations, congress signage, and pre-conference presentation materials
Ensure appropriate quantities of materials are printed, shipped, and delivered to the correct meeting locations
Cross-Functional Communication
Support Sales/Market Access/Marketing communications related to meetings and congresses, including pre-conference logistics (e.g., badges, location, hotel, etc.) and post-conference surveys and debriefs so that we can evaluate investment for next year
Ensure seamless information flow across teams to support alignment and flawless execution
Core Skills by Category Project & Event Management
Congress/event planning and execution
Managing complex logistics with multiple stakeholders
Coordinating timelines, deadlines, and deliverables
Vendor coordination and oversight
Ensuring flawless, disruption-free execution
Organizational & Administrative Skills
High attention to detail
Strong time management and ability to prioritize in a fast-paced environment
Managing speaker contracts, onboarding, and tracking requirements
Handling scheduling and program logistics
Managing document routing and approvals (e.g., PRC/medical–legal–regulatory processes)
Clear, consistent communication with cross-functional teams (Sales, Marketing, Market Access)
Ability to support pre-conference and post-conference communications
Coordinating survey distribution and collecting feedback
Ensuring seamless information flow across departments
Overseeing congress vendors on deliverables and handoffs
Ensuring compliance with internal processes (e.g., sponsorship submissions)
Partnering with external speakers, vendors, and internal brand leads
Compliance & Process Management
Understanding of PRC/MLR routing processes for promotional materials
Ensuring timely payment and approval workflows
Adhering to internal policies around sponsorships and speaker engagements
Managing distribution and tracking of printed materials
Technical & Documentation Skills
Spreadsheet management (likely Excel or Google Sheets)
Tracking logistics, budgets, deadlines, and submissions
Experience with project management or event management systems (implied)
Preparing and managing congress-related materials and signage
Soft Skills
Proactive problem-solving
Ability to anticipate needs before issues arise
Strong interpersonal skills when working with speakers and cross-functional partners
Adaptability and calm under pressure
High sense of ownership and accountability
Education
Bachelor's degree in either Business-related fields (e.g., business administration, marketing, management, operations management, event management / hospitality management) or Communications, and understands Life Sciences / Healthcare Fields
Optional: Certified Meeting Professional (CMP), Project Management Professional (PMP) or CAPM, Event Planning Certificates
Seniority level Mid-Senior level
Employment type Contract
Job function Management
Industries Pharmaceutical Manufacturing
#J-18808-Ljbffr
Own and maintain the master congress spreadsheet covering Marketing-, Sales-, and Market Access–sponsored meetings
Coordinate all logistical details to ensure flawless execution with no disruptions
Partner with the Brand Lead to submit and track sponsorship applications through internal processes, ensuring timely payment and confirmation of placements
Oversee the congress vendor on all deliverables and ensure smooth handoffs that meet meeting and submission deadlines
Manage all administrative requirements for speaker contracting, onboarding, and training
Oversee speaker logistics, ensuring all communications are clear, timely, and complete
Ensure vendor handles speaker travel and accommodations for product theaters and in-practice programs
Material & PRC Management
Route smaller deliverables through PRC, including product theater invitations, congress signage, and pre-conference presentation materials
Ensure appropriate quantities of materials are printed, shipped, and delivered to the correct meeting locations
Cross-Functional Communication
Support Sales/Market Access/Marketing communications related to meetings and congresses, including pre-conference logistics (e.g., badges, location, hotel, etc.) and post-conference surveys and debriefs so that we can evaluate investment for next year
Ensure seamless information flow across teams to support alignment and flawless execution
Core Skills by Category Project & Event Management
Congress/event planning and execution
Managing complex logistics with multiple stakeholders
Coordinating timelines, deadlines, and deliverables
Vendor coordination and oversight
Ensuring flawless, disruption-free execution
Organizational & Administrative Skills
High attention to detail
Strong time management and ability to prioritize in a fast-paced environment
Managing speaker contracts, onboarding, and tracking requirements
Handling scheduling and program logistics
Managing document routing and approvals (e.g., PRC/medical–legal–regulatory processes)
Clear, consistent communication with cross-functional teams (Sales, Marketing, Market Access)
Ability to support pre-conference and post-conference communications
Coordinating survey distribution and collecting feedback
Ensuring seamless information flow across departments
Overseeing congress vendors on deliverables and handoffs
Ensuring compliance with internal processes (e.g., sponsorship submissions)
Partnering with external speakers, vendors, and internal brand leads
Compliance & Process Management
Understanding of PRC/MLR routing processes for promotional materials
Ensuring timely payment and approval workflows
Adhering to internal policies around sponsorships and speaker engagements
Managing distribution and tracking of printed materials
Technical & Documentation Skills
Spreadsheet management (likely Excel or Google Sheets)
Tracking logistics, budgets, deadlines, and submissions
Experience with project management or event management systems (implied)
Preparing and managing congress-related materials and signage
Soft Skills
Proactive problem-solving
Ability to anticipate needs before issues arise
Strong interpersonal skills when working with speakers and cross-functional partners
Adaptability and calm under pressure
High sense of ownership and accountability
Education
Bachelor's degree in either Business-related fields (e.g., business administration, marketing, management, operations management, event management / hospitality management) or Communications, and understands Life Sciences / Healthcare Fields
Optional: Certified Meeting Professional (CMP), Project Management Professional (PMP) or CAPM, Event Planning Certificates
Seniority level Mid-Senior level
Employment type Contract
Job function Management
Industries Pharmaceutical Manufacturing
#J-18808-Ljbffr